Office Administrator

Qualifications and Experience
Experience within construction, plumbing, HVAC, or related trades industries
Service dispatching or technician scheduling experience
Familiarity with job costing or project accounting
Experience handling New York State sales tax filings
Notary certification is a plus
Previous experience in office administration, accounting support, or construction administration
Strong working knowledge of QuickBooks Online
Proficiency in Microsoft Excel, including data entry and basic formulas
Excellent written and verbal communication skills
Strong organizational skills and attention to detail
Ability to manage multiple priorities and adapt to changing workflows
Reliable, deadline-driven, and team-oriented

Duties and Responsibilities
Front Office & Customer Support
Answer and route incoming calls professionally and courteously
Serve as the primary point of contact for customers, vendors, suppliers, and municipalities
Coordinate and schedule service technicians
Communicate with field staff regarding job updates, customer requests, and documentation
Office Administration
File permit applications and assist with municipal follow-up
Maintain organized digital and physical filing systems
Order and manage office supplies
Provide administrative support to leadership and project management teams
Vendor & Purchasing Coordination
Organize and process vendor invoices
Communicate with vendors regarding billing discrepancies and documentation needs
Assist with purchasing coordination and vendor communication as needed
Accounting & Job Costing Support
Enter vendor costs into project/job-cost spreadsheets
Generate customer invoices using QuickBooks Online
Process customer payments and maintain accurate records
Assist with accounts payable and accounts receivable functions
Prepare and maintain sales tax documentation and filings
Follow up professionally on outstanding customer balances